Center for Education and Development (CED) is a Non-Governmental, non-profit and non-political humanitarian and Development Organization established in 1992 with the main of advancement in education, humanitarian aid delivery and developmental programs in Somalia. CED works with vulnerable communities in order to eradicate illiteracy, insecurity, poverty, injustice and inequality. Its main areas of interventions include but not limited to education, emergency relief, livelihood, food security, agricultural support, Water and Sanitation,(WASH) Nutrition, Peace building, governance, capacity building, environmental protection and women and youth development. CED has implemented projects funded by various partners including Oxfam Novib and its affiliates, UNHCR, UNDP, UNICEF, WFP, UNOCHA, FAO, and CARE International among others. Most of CED’s projects were implemented in Banadir Region (Mogadishu), Lower & Middle Shabelle, Galgaduud and Mudug regions of South-Central Somalia.
CED seeks to recruit a qualified Administration and Finance Assistant
Job Summary
The primary responsibility of this position will be office administration, logistics & procurement and accounting/financial management of the CED office in Nairobi. The Administration and Finance Assistant shall be responsible for overseeing the administrative and financial management, accountability requirements and logistics and procurement management of the CED office in Nairobi.
Roles and Responsibilities
Office Administration and Logistics
1.Responsible for all matters related to the office administration, public relations and logistics. 2.Oversee the quality of office administrative functions including the staff, vehicles and logistics. 3.Provide general and administrative support to CED staff in Nairobi 4.Responsible for the efficient flow of sharing of information of the staff based in Somalia and Nairobi office. 5.Receives guests and prepares all the necessary arrangements for the guests and delegations. 6.Communication including faxes, Email, telephones etc. 7.Sending and receiving of all correspondence IN and OUT 8.Maintains calendars and schedules for the staff and donor meetings and participates and takes minutes of meetings. 9.Draft routine correspondences, emails, oral instructions, correspondences and other available information sources in accordance with standard office procedures. 10.Responsible for stationeries’ requisition for office supplies 11.Manage all visa, travel and logistics for CED staff travelling to Somalia 12.Prepare visa, logistics and welcomes and receives CED staff coming to Nairobi. 13.Ensure proper documentation, contracts, rent and salaries and prepare and maintain employee’s contracts, leave, performance and appraisals. 14.Registration and filling of all documents. 15.Keeping of all projects files, documents, project index, staff records and inventory and assets for the organisation. 16.Participation of Cluster, UN/INGOs weekly meetings and preparation of minutes of meetings. 17.Preparation of minutes for CED weekly, monthly and extra-ordinary meetings. 18.Controlling and administrating CED personal in the matters related to working hours, sick leave, absent and annual leaves. 19.Administrating and controlling CED vehicle movement. 20.Prepares CED weekly, monthly, quarterly and yearly updates and situation reports. 21.Facilitates the communication and coordination with in CED sections and follow of information. 22.Oversee administration of human resources, including but not limited to, maintaining personnel files, assisting with recruitments and orientation procedures, procurement and purchasing and maintaining adequate health and other insurance policies, etc. 23.Ensure proper documentation and filing systems. 24.Maintain proper filing systems to all documents relating to finance and administration. 25.Ensure the organization’s Financial and HR rules and regulations are in compliance with local/national regulations. 26.Provide timely and sound advice to CED Director, Program, and Finance and administration staff on financial and administrative matters. 27.Any other duty assigned by the Program Coordinator from time to time.
Accounting/Finance
1.Oversee overall office expenditures and develop systems for cash flow management 2.Prepare and review monthly bank reconciliations 3.Prepare timely financial reports in accordance with donor requirements. 4.Prepare monthly financial reports for the organization 5.Record and accounts for daily transactions, ensuring accuracy and completeness of required files and supporting documentation serving as evidence of transactions in a timely manner. 6.Ensure sound cash management of local bank accounts and maintains petty cash fund. 7.Process cash disbursements in accordance with financial management policies and established approval levels. 8.Process payroll, payment of taxes and other charges which may result from the contracts of employees. 9.Responsible for full accounts payable function from procurement through payment of invoices. 10.Process employee expense reimbursements. 11.Payroll management including knowledge of and calculation of payroll withholding taxes. 12.Ensure timely payment to all CED payees and maintains sufficient and complete payee files. 13.Prepare monthly financial reports for CED offices and internal management reports containing budget to actual expenditure information. 14.Responsible for procurement activities in accordance with CED procurement policy. 15.Prepare Project Budgets and provide assistance to program staff and project budget preparation. 16.Ensure that all the organizations financial procedures are followed and support external audits. 17.Analyze and give advice on the adaptation of financial process to CED financial staff.
Required Skills and Qualifications
•Minimum of a bachelor’s degree in Accounting, finance, management, commerce, Business Administration or related fields and 3-5 years of relevant administrative and finance work experience preferably with NGOs. •Proven financial analysis and forecasting ability •Proven experience in training and capacity building in the area of finance and administration. •Production and interpretation of management accounts •Proven ability to provide support, guidance and training to financial and non-financial managers and colleagues. •Good communication and reporting skills. •Experience of working in a cross-cultural environment and very insecure environment •Ability to work to deadlines with good prioritization and time management skills. •Experience in financial management of donor-funded programs •Knowledge of QuickBooks multi-currency accounting software (field based accounting). •Experience with computerized accounting and strong organizational and leadership skills. •Excellent skills in MS office and common accounting softwares
Desired Skills & Qualifications •Master’s degree or recognized professional degree, such as CPA or ACCA.
Languages
Fluency in English
General Skills
1.Excellent interpersonal skills. 2.Capacity to work independently and within a team. 3.Flexibility and patience 4.Ability to handle multi-task and stressful situations. 5.Exceptional communication skills 6.Demonstrated sense of diplomacy and negotiation. 1.Good team management skills 2.Good planning and analytical capacities 3.Able to sit at a computer for extended periods of time.
Contract period: one year, with possibility of renewal
The applicants will be required to possess a high sense of responsibility, honesty, professionalism, confidentiality and integrity.
Women are encouraged to apply.
How to apply:
Kindly submit your application and detailed CV. Each application package will include the following:
1.Cover letter with the applicants current contact information 2.CV including work experience and education 3.Copies of Certificates 4.Three referees with their complete contact information
Only short-listed candidates will be contacted and invited for interviews and tests. All applications should be sent to Abdullahi Ali Hassan, Abdullahi.ali@cedafrica.org and copied to ced.somalia@gmail.com with the subject of the e-mail marked “Administration and Finance Assistant”
